Visiting and Short Term Faculty Information

The following are the minimum eligibility criteria for Visiting Faculty at Stanford University:Departments may invite recognized experts holding an academic faculty appointment at another institution to visit Stanford for research and teaching while on leave from their home institution. The anticipated activity scope of their visit should mirror that of a Stanford faculty member. If the visitor is coming solely to conduct research, they should be appointed as a Visiting Scholar.

Visiting Faculty may be paid or unpaid; background checks are required for paid Visiting Faculty. They must provide proof of leave for the duration of their visit and they should be appointed at the rank they hold at their home institution. They are usually appointed for one year and may be renewed for a second year. University policies regarding Visiting Faculty can be found in the Stanford University Faculty Handbook: Chapter 5. SoM policies regarding Visiting Faculty can be found here: SoM Handbook: Chapter 5.2 – Visiting Faculty.

• Visiting Faculty must be employed as faculty at an outside institution, to which they will return at the end of the visiting appointment.
• They must be on leave from their home institution (for the duration of their visit) and their home appointment must not expire prior to the end date of the Stanford appointment.
• The individual must have a terminal degree conferred (doctorate or equivalent degree).
• A living expenses stipend may be requested for an unpaid Visiting Faculty member.
• International visitors must have an appropriate form of visa sponsorship prior to their visit.

1. Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix (link here)- The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title. Available resource: Title Decision Tree – The document pairs with the Title Matrix and through leading questions directs users to potential appropriate titles for their candidate.
   
2. Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3. Submit action via FASA (AST/OTS job group). Available resource: Guidance for Preparing a Visiting Faculty Request.
   • Completed Checklist
   • Curriculum Vitae (CV)
   • One Letter of Evaluation
   • Evidence of Leave from the candidate's home institution, covering requested appointment dates
   • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Offer Letter or Letter of Invitation (use template in Faculty Affairs Resources) (Word format)
   • Personnel Action Form (PAF)(if Paid)
4. Faculty Compensation staff review pay level, funding plan and all other financial terms; OAA staff review recommendation and edit draft offer letter.
5. FASA notification generated when OAA approves action.
6.  Visa approval: If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).
7. DS-2019: If a J-1 visa was requested, the Office of Foreign Scholar Services at the Bechtel International Center prepares Stanford visa certificate (DS-2019 Form). Department/Institute must pick up the approved Stanford visa certificate and ensure that foreign visitors receive their DS-2019 well before departure from their home country, and that they understand that they must use the DS-2019 to apply for a J-1 visa at a U.S. Consulate.
8. Notification of arrival: If a J-1 visa was obtained, Department/Institute notifies the Office of Foreign Scholar Services when the candidate arrives.
9.  SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
10.  Candidate must sign the SU-18 at http://axess.stanford.edu.
11. A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

NOTE: Paid appointments will be contingent upon evidence of successful background check. This check cannot be initiated until after written conditional offer has been extended and received by the candidate. Current employees may be exempt from this requirement. Contact OAA for information.

1.  Verify continuing programmatic need. Department/Institute staff establishes that the reappointment term will not give the candidate more than thirty-six months (3 years) in this title at Stanford.
2.  Submit action via FASA (AST/OTS job group). Available resource: Guidance for Preparing a Visiting Faculty Request.
   • Completed Checklist
   • Curriculum Vitae (CV)
   • Evidence of Leave from the candidate's home institution, covering requested appointment dates.
   • J-1 Visa Documentation (if needed) – request extension to J-1 visa through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Offer Letter or Letter of Invitation (use template in Faculty Affairs Resources) (Word format)
   • Personnel Action Form (PAF)(if Paid)
     
3. Faculty Compensation staff review pay level, funding plan and all other financial terms. OAA staff review recommendation and edit draft offer letter.
4. FASA notification generated when OAA approves action.
5. Visa approval: If a J-1 visa extension has been requested, OAA staff approve visa request through workflow (or returns it to department for revision if needed). The Office of Foreign Scholar Services at the Bechtel International Center approves extension of the J-1 visa and notifies the department.
6. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
7. A copy of the fully executed Offer Letter (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.

1.  Verify qualifications: Staff of the sponsoring Department or Institute establishes that the candidate meets the criteria specified in policy. Available resource: Title Matrix - The document is a collated listing of each title within the population, comprehensively outlining the detailed variables inherent to each title.
2.  Validate the Stanford University ID (EMPLID) in the FASA transaction. You may need to request a “Non-Employee Record in HRMS (PeopleSoft)” through a service ticket to your HR representative.
3. Submit via FASA (AST/OTS job group). Available resource: Guidance for Preparing a Visiting Faculty Request.
   
   • Completed Checklist
   • Curriculum Vitae (CV)
   • One Letter of Evaluation
   •  Evidence of Leave from the candidate's home institution, covering requested appointment dates
   • J-1 Visa Documentation (if needed) – request this through workflow on http://axess.stanford.edu. Select the "Med School Visiting Scholar/Faculty/Lecturer” classification for the correct workflow.
   • Draft Letter of Invitation or Letter of Invitation (use template in Faculty Affairs Resources) (Word format)
   • Personnel Action Form (PAF) (if Paid)
4. OAA staff review recommendation and edits letter of invitation, if needed.
5. FASA notification generated automatically when OAA approves.
6.  Visa approval: If a J-1 visa has been requested, OAA staff approves visa request through workflow (or returns it to department for revision if needed).
7.  DS-2019: If a J-1 visa was requested, the Office of Foreign Scholar Services at the Bechtel International Center prepares Stanford visa certificate (DS-2019 Form). Department/Institute must pick up the approved Stanford visa certificate and ensure that foreign visitors receive their DS-2019 well before departure from their home country, and that they understand that they must use the DS-2019 to apply for a J-1 visa at a U.S. Consulate.
8.  Notification of arrival: If a J-1 visa was obtained, Department/Institute notifies the Office of Foreign Scholar Services when the candidate arrives.
9. SUNet ID: Department may sponsor the candidate for a SUNet ID; there is a free level of service which may allow them to obtain a courtesy card and other privileges.
10.  Candidate must fill out the SU-18A at the Office of Technology and Licensing portal.
11. A copy of the fully executed LOI (signed by all parties) is to be kept on file at the department. Additional revisions to the document are not allowed without further approval from OAA. Requests for a copy may be requested by the school or other university offices.